Associate Director, Museum Administration

Job Purpose: 

The Associate Director, Museum Administration, leads the effort to provide an outstanding experience for all guests to Hagley Museum through the administrative management of daily operations, visitor services, group tours, membership, the Museum Store, and logistical planning for public programs and other events.  This position is the primary liaison between the museum daily operations team and the Preservation, Buildings, and Grounds division and the Business Office ensuring that guest areas and services are safe, clean, and properly functioning and that all Hagley protocols are followed for financial, reporting, and other considerations.  

The Associate Director leads the Visitor Services Coordinator and Public Programs Coordinator to ensure the quality and consistency of the guest experience through the mentoring and supervision of all part-time daily museum staff including Visitor Services Associates, Guides, and Shuttle Drivers.  The Associate Director works closely with the Manager of Education and Interpretation, Events team, and Volunteer Coordinator to ensure appropriate staffing levels for daily operations and special events through robust recruitment, training, and certification programs.  

The Associate Director reports to the Director, Museum & Audience Engagement, and has seven (7), full-time, direct reports:  Membership Manager, Group Tour Manager, Visitor Services Coordinator, Public Programs Coordinator, Museum Store Manager, Lead Bus Driver, and Administrative Assistant.  The Associate Director oversees 65+ part-time guides, shuttle drivers, and visitor services associates.


Specific Duties:

• Support and manage a team of seven (7) full-times staff and 65+ part-time staff including Visitor Services Associates, Guides, and Drivers to work together to create an exceptional guest experience for daily museum guests, members, and groups.

• Through the Administrative Assistant, communicate regularly with colleagues in the Preservation, Buildings, and Grounds division, Mechanical Exhibits department, and Collections and Exhibitions department to report and track safety, custodial, collections, maintenance, and other issues in all guest areas.

• Work with the Business Office to ensure compliance with all Hagley policies regarding deposits, cash handling, credit card processing, purchase orders, reconciliation, and all other financial procedures.

• Oversee multiple platforms for scheduling, payroll, ticketing, and other key operations functions including Altru (ticketing, reservations, membership, and retail); WhenToWork(scheduling and part-time staff communications); Time Sheets (part-time staff hour reporting and payroll); and others. 

• Maintain budgets for museum operations and monitor budgets for the Museum Store, Group Tours, and Membership to ensure fiscal responsibility and achievement of revenue goals across multiple departments.

• Through the Store Manager, monitor Museum Store inventory for daily operations and special events and track revenues and COGS to meet monthly and yearly revenue goals.

• Through the Lead Driver and with support of colleagues in other divisions, maintain Hagley’s fleet of shuttle buses to ensure safety of guests, drivers, and the property and sufficient transportation capacity.

• Support Hagley events, community outreach, private rentals, and other activities by securing appropriate staffing with the part-time guides, drivers, and visitor services associates and working with the Volunteer Coordinator.

• Recruitment, training, mentoring, supervision, and evaluation of all visitor services staff.  Recruitment, training, and mentoring of guide staff in collaboration with the Manger of Education and Interpretation.  Recruitment, training, and mentoring of shuttle drivers with the Lead Driver.

• Oversee Visitor Center daily operations including but not limited to admissions, visitor services, interdepartmental communications, and visitor transportation.

• Maintain and update as needed Museum Operations Manual and ensure clear direction to all visitor services staff daily.

• With the Visitor Services Coordinator, complete bi-monthly part-time staff pay roll report and coordinate with Business Office to resolve any part-time pay roll issues.

• Prepare and administer yearly operating and capital budgets for the department.

• Work with the Marketing Manager and Design Manager to ensure accuracy in digital, print, and other media involving museum operations.

• Manage attendance data to produce monthly attendance report and other reports as requested.

• Other duties as assigned by the Director, Museum and Audience Engagement.


Minimum Experience and Required Skills:

• Bachelor’s degree and a minimum of ten years' museum experience including management and supervisory responsibilities.  Experience in history museums and/or historic sites is strongly preferred.  

• Working knowledge of computers, spreadsheets, and database management.  Demonstrated excellent communications, administrative, interpersonal, and organizational skills.  CPR/AED/First Aid certification.  Availability to work occasional weekends and evenings and be on call for daily supervisor support.

• Functions include, but are not limited to, the ability to talk and communicate sufficiently to exchange accurate information, move about the office and out of office to various indoor and outdoor locations, and remaining in a stationary position for extended periods. Must occasionally lift and/or move up to 20lbs and push or pull up to 20 lbs.


Salary Range - $60,000 - $65,000